Job Board
1. What it is
Job Board lets you create job postings, publish them to a branded career portal, and move candidates through a hiring pipeline — all inside the same platform your employees already use. Internal employees can browse and apply for open roles without a separate login, and external candidates apply through the public portal.
- Enablement: Job Board requires a license. An admin enables it from Apps Marketplace, and it is off by default for every tenant.
- What it is not: Job Board handles postings, the career portal, and the candidate pipeline. Offer letters and interview scheduling are handled by their companion apps — Offer Manager and Interview Scheduler.
2. Standing it up
- Go to Apps Marketplace and enable Job Board. This grants your tenant access to the app.
- Open Job Board → Settings → General Settings. Turn on Enable Public Career Portal if you want external candidates to see and apply for jobs. Without this, the portal returns “not available” to outside visitors.
- If you use custom application forms, turn on Forms App Integration (and confirm the Forms app is also enabled). Optionally turn on Auto-Generate Forms so a standard application form is created each time you publish a job.
- Create your first job posting: go to Job Board → Jobs → New Job. Fill in the title, description, location, department, and hiring manager. Save as a draft, then click Publish when ready.
- Grant access to the right people. Any employee can browse published jobs in the app. Job creation requires Admin, Super Admin, HR Admin, or Job Board App Admin. Settings access is restricted to the same admin roles.
Silent-dependency warning: The public career portal does nothing until both conditions are true — the Job Board app is enabled for the tenant and the Enable Public Career Portal toggle is on in Settings. Turning on only one produces no portal and no error.
3. How it fits together
Jobs and their lifecycle
A job posting moves through five statuses: Draft → Published → Paused → Closed → Filled. Only published jobs appear on the career portal or in the internal job list. A closed or filled job can be reopened; if its application deadline had already passed, the deadline is cleared automatically on reopen.
A job can only be deleted while it is a draft with no candidates, postings, interviews, or offers attached. Once any downstream record exists, close or fill the job instead.
Example: You create a “Warehouse Supervisor — Night Shift” posting, assign it to the Dallas location and the Operations department, set the hiring manager to the regional director, and mark priority as Urgent. You save as a draft. After legal reviews the description, you click Publish. The job now appears on the career portal and in the internal job list. When a candidate accepts an offer, you mark the job Filled, which triggers auto-rejection emails to remaining candidates (if that notification setting is on).
Internal vs. external postings
Every job is external only by default (both internal and external flags are off). Turning on Internal posting makes the job visible to employees logged into the platform. Turning on Internal only additionally hides it from the public career portal — only employees see it. Employees who apply as internal candidates go through the same pipeline, but their profile auto-fills from the employee record.
An internal posting can require a minimum tenure. When set, employees who do not meet that threshold cannot apply.
The candidate pipeline
Each candidate moves through a defined set of stages: Applied → Screening → Qualified / Potentially Qualified → Interviews in Process → Interviewed → Ready for Offer → Offered → Hired. A candidate can also be marked Rejected, Withdrawn, or Unsuitable at any point. Candidates are unique per job by email — the same person can apply to multiple jobs, and the candidate profile shows other applications by that email across the tenant.
Roles and permissions
Three roles govern who can do what on a per-job basis:
- Recruiter (assigned on the job) — the operator. Can edit the posting, manage the pipeline, schedule interviews, send SMS, and create offers.
- Hiring Manager (assigned on the job) — the decision-maker. Can view candidates, advance or reject them, and approve offers, but cannot edit the posting.
- Admin / Super Admin / HR Admin / App Admin — full access to every job and all settings.
The per-job applications inbox shows candidate details only to these stakeholders. An employee who opens the app can see published postings, but not who applied.
Career portal and candidate self-service
The public career portal is a standalone page at your tenant URL (e.g. https://yourcompany.workforce.mangoapps.com/apps/job_board/public). External visitors can browse published, externally-eligible jobs, filter by location, department, employment type, or remote, and apply without creating an employee account. Employees who visit the portal while logged in see all published jobs including internal-only postings.
Candidates receive a reference number and portal-access token on application. They can track their application status, withdraw, and receive job alerts. An optional AI assistant on the portal helps candidates with application questions (controlled by the Enable AI Assistant on Career Portal toggle).
CRM and talent pools
Talent pools are named collections of candidates for future re-engagement. Each pool has a type: General, Role-specific, Skills-based, or Diversity-focused. Candidates are added manually, via bulk actions, or through sourcing campaigns. A pool can feed an active sourcing campaign that reaches out to candidates in stages.
Companion apps
Job Board hands off to Offer Manager for the signed offer letter and to Interview Scheduler for calendar-based interview coordination. Background checks integrate via the Integrations settings page with a configured provider. Jobs can be published to external job boards (Indeed, LinkedIn, Glassdoor, CareerBuilder, ZipRecruiter) through the same integrations page.
4. Running it
Creating a job with AI
If AI Job Creation is on in Settings, you can describe a role in plain language and the AI generates a draft posting — title, description, requirements, and benefits — for you to review and edit before publishing.
Publishing to external boards
When job-board integrations are configured under Settings → Integrations, publishing a job can automatically post it to enabled external boards. The auto-post setting controls whether this happens on publish or only on demand.
Managing candidates
Open a job and click into its applications inbox. By default the inbox shows Applied and Screening candidates — the triage view. Use the status filter to see all stages. From a candidate’s profile you can:
- Advance or reject with a reason (captured on the notes thread)
- Add hiring-team notes with @mentions (notifies the mentioned users)
- Upload or replace a resume
- Move the candidate to a different job (blocked when an active offer exists)
- Send a rejection email from a template
- Request a reference check or assign a skills assessment
- Request a background check (when the integration is configured)
- Send or view SMS messages (when SMS is enabled for the tenant and the candidate has consented)
Bulk actions let you advance, reject, email, add notes to, or add multiple candidates to a talent pool at once.
Employee referrals
A referral program defines a bonus amount, eligibility rules (minimum employee tenure, max referrals per employee or per month, salary threshold), and a payment timing (on hire, after a retention period, or split). Jobs can be assigned a specific referral program or inherit the best-matching one. Employees submit referrals and track them through a My Referrals view; a leaderboard shows top referrers.
Exporting candidate data
Candidate lists can be exported as CSV, PDF, or XLSX. Cross-job exports require admin-level access. When Require Identity Verification for Candidate Exports is on, the exporter must re-enter their password or PIN; the verification lasts 15 minutes.
5. Settings
Settings live under Job Board → Settings and are accessible to Admin, Super Admin, HR Admin, or Job Board App Admin only.
General Settings
| Setting | Default | What it changes |
|---|---|---|
| Enable Job Board Agent | On | Lets users interact with the Job Board Agent via Ask AI |
| AI Job Creation | Off | Enables AI-powered job posting drafting |
| Forms App Integration | Off | Integrates with Forms app for custom application forms |
| Auto-Generate Forms | Off | Creates a standard application form when a job is published (requires Forms App Integration) |
| Enable Public Career Portal | Off | Opens the public-facing careers page to external candidates |
| Enable AI Assistant on Career Portal | Off | Adds an AI assistant to the candidate-facing portal |
| Automated Job Posting Workflows | Off | Enables multi-level approval workflows before jobs can be published |
| Approval Reminders | Off | Sends reminder emails for pending job-posting approvals |
| Escalate Stalled Approvals | Off | Alerts a responsible group when an approval stage stalls (default 7 days, configurable 3–30) |
| Advanced Analytics | Off | Shows conversion rates, time-to-fill, and source effectiveness on the dashboard |
| Require Identity Verification for Candidate Exports | Off | Step-up authentication before candidate data exports (15-minute window) |
| Enable Candidate Data Retention Policy | Off | Anonymizes PII of rejected/withdrawn candidates after the retention period (default 24 months, minimum 6) |
Notifications
| Setting | Default | What it changes |
|---|---|---|
| Stakeholder Notifications | Off | Notifies recruiters and hiring managers of candidate activity |
| Interview Reminders | Off | Sends reminders for upcoming interviews |
| Send Rejection Email on Reject | Off | Automatically sends a rejection email when a candidate is rejected |
| Auto-Reject on Job Filled | Off | Rejects remaining candidates when a job is marked Filled |
| Auto-Reject Delay | 24 hours | How long after a job is filled before rejection emails go out |
Integrations
Configured under Settings → Integrations:
- Background check provider — select a configured provider from Admin → Integrations
- External job boards — enable connected boards (Indeed, LinkedIn, etc.) and toggle auto-posting
- Video interview platform — select a platform and toggle auto-scheduling
Workflow
Workflow → Workflow Approval configures multi-level approval chains for job postings. Workflow → Custom Fields adds custom data fields to the workflow. Workflow Settings lets you define custom candidate status workflows or reset to system defaults.
6. More help
- Job Board FAQ — specific setup, operating, and troubleshooting questions
- Ask AI — the assistant answers questions about Job Board from these articles.